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Item 4IItem 4I Page 1 of 3 M E M O R A N D U M (November 17, 2020) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Approve an annual purchase agreement with Regent Services (Southlake Leasing) for janitorial services for all City facilities through an Interlocal Agreement (ILA) with the City of Grapevine in an amount not to exceed $325,000. Action Requested: Approve an annual purchase agreement with Regent Services (Southlake Leasing) for janitorial services for all City facilities through an Interlocal Agreement (ILA) with the City of Grapevine in an amount not to exceed $325,000. Background Information: The Public Works Facilities Services Division is responsible for the maintenance of all the buildings owned and operated by the City of Southlake, including managing the janitorial services contract for all City facilities to keep them clean and orderly. Janitorial and porter services has been provided by Regent Services since FY 2011 for all City facilities. Regent Services janitorial services includes the following: general cleaning, restroom sanitation, floor maintenance, carpet cleaning, special cleaning, window washing, glass cleaning and porter services. Attachment A contains a more detailed breakdown of the services that Regent Services provides to the City. Financial Considerations: The City’s purchasing policy for this service is met through an ILA with the City of Grapevine. On March 4, 2020, the City of Grapevine renewed its contract RFB461-2018 for janitorial services with Regent Services (Southlake Leasing Management); this renewal is the second of four one-year renewal options (Attachment B). Item 4I Page 2 of 3 Below is a breakdown of square footage and annual cost per City facility with Regent Services: Sq. Ft. City Facility Annual Cost 76,222 Town Hall $ 55,245.72 1 Day Town Hall Porter Services – Saturday $ 5,923.44 58,702 DPS East $ 40,825.44 12,903 DPS West $ 9,290.16 7,000 Municipal Service Center $ 4,872.00 4,200 Senior Center $ 2,923.20 4,800 Parks Construction Trailer $ 2,784.00 3,600 Nature Center $ 2,505.60 6,169 Tennis Center $ 31,091.76 * Parking Garage (7 days/week) $ 2,195.16 15,613 DPS North $ 11,241.12 23,367 The Marq – Legends Hall $ 30,914.64 75,500 The Marq – Champions Club $ 82,446.00 7 Days The Marq Porter Services $ 41,639.36 TOTAL $323,897.60 *This is for janitorial service in the parking garage elevators. The sweeping of the parking garages is covered under a separate contract. The cost of service for FY 2021 remains the same as FY 2020, as there was no price increase for similar services. Funding for janitorial services is provided in the FY 2021 Facilities Operating Budget and Community Enhancement Development Corporation (CEDC) Fund budget. The CEDC recommended approval of CEDC funds related to the services at The Marq at their meeting on November 12, 2020 in an amount of $155,000. Expenditures will not exceed budgeted funds. Strategic Link: This item links to the City’s Strategy Map strategic focus area of Infrastructure. It specifically relates to the City’s Corporate Objective, F2: Invest To Provide & Maintain High Quality Public Assets. Citizen Input/ Board Review: None. Legal Review: The agreement conforms to the previous ILA that has been reviewed by the City Attorney. Alternatives: The City Council may approve or deny the purchase agreement. Item 4I Page 3 of 3 Staff Recommendation: Approve an annual purchase agreement with Regent Services (Southlake Leasing) for janitorial services for all City facilities through an Interlocal Agreement (ILA) with the City of Grapevine in an amount not to exceed $325,000. Supporting Documents: Attachment A: Janitorial Specifications Attachment B: City of Grapevine Contract Renewal RFB461-2018 Attachment C: Proposal – City Facilities Attachment D: Proposal – The Marq – Legends Hall Attachment E: Proposal – The Marq – Champions Club Staff Contact: Rob Cohen, Director of Public Works Hunter Harris, Project Manager - 8 - Janitorial Specifications For: City of Southlake A. General Cleaning 1. Hard Surface Floors - swept/dust mopped and wet mopped nightly. 2. Carpeted Floors - vacuumed nightly. 3. Trash Receptacles: a. Receptacles emptied, liners replaces as needed; trash removed to collection point. b. Empty boxes and other articles of trash not in a designated trash container will be removed only if such items are marked TRASH. C. Items sitting on top or inside of a trash container will be discarded as trash. 4. Exterior Ash Trays - emptied and wiped clean nightly. 5. Desks, Workstations and Furniture Tops - dusted weekly without moving paper or files. 6. Interior Glass Doors and Panels - spot cleaned nightly. 7. Drinking Fountains - cleaned and disinfected nightly. 8. Spilled Liquids - wiped up or spot mopped nightly. 9. Entrance Doors, Glass and Mats - glass spot cleaned nightly. Mats vacuumed nightly. 10. Planters - policed to remove trash and debris as needed. 11. Break Areas - clean table tops, chair seats, counter tops, sinks and microwaves nightly. Cabinet fronts cleaned as needed for spills. Appliance tops are to be kept free of dust. Dish washing is not included but can be added for an additional charge. 12. Janitorial Closets and Storage Areas - a. Storage shelves cleaned and products stored in a neat and orderly fashion. b. Mops cleaned and stored. c. Sinks cleaned and drains free of mop strings and other debris. d. Floors swept and mopped. e. Equipment and tools clean and stored in a neat and orderly manner. f. Lights turned off and doors closed and locked. - 9 - JANITORIAL SPECIFICATIONS PAGE 2 B. REST ROOM SANITATION: (five nights each week) 1. Floors - dust mopped then mopped with disinfectant. 2. Toilets, Urinals and wash Basins - cleaned and disinfected. 3. Walls and Partitions - spot cleaned. 4. Mirrors and Bright Metal - cleaned and polished. 5. Sanitary Napkin Receptacles - emptied, cleaned and disinfected. 6. Rest Room Supplies ( towels, tissues, hand soap, etc. ) - replenished in dispenser. C. FLOOR MAINTENANCE: Buffing, scrubbing, stripping and/or refinishing of composition or ceramic tile, terrazzo, brick pavers and other hard surface floors will be done for proper maintenance and best appearance in accordance with the following frequencies: 1. Lobby Floor - detail cleaned and scrubbed one time per month. 2. Break Area Floor - detail cleaned and buffed monthly, scrubbed and recoated every three months if necessary. 3. Copy/Mail Room - detail cleaned and buffed monthly. 4. Office Area Tile Floors - detail cleaned and buffed monthly. 5. Rest Room Floors - scrubbed, detail cleaned and rinsed quarterly. D. CARPET CLEANING: 1. Spot clean common area hallway carpet as needed. 2. Carpet cleaning using a variety of methods can be done for an additional, outlined in the summary of charges. E. SPECIAL CLEANING: 1. Low Ledges, Window Sills, Book Cases, File Cabinets, Pictures and Partition Tops - dusted weekly. - 10 - JANITORIAL SPECIFICATIONS PAGE 3 E. SPECIAL CLEANING: ( Cont. ) 2. Doors, Woodwork, and Wall Areas Around Switch Plates - spot washed for hand prints weekly. 3. Door Handles, Push Bars, Push Plates and Kick Plates - cleaned weekly. 4. Desk, Work Station and Furniture Tops - cleaned weekly when clear of papers and files. 5. Fire Stairs - handrails dusted; landings and stairs swept; exposed pipes and valves dusted weekly. 6. Rest Room Partitions and Stall Doors - dusted weekly. 7. Tenant Suite Signs - dusted and spot cleaned to remove smudges and hand prints weekly. 8. Lobby Glass Doors - washed inside/out weekly. 9. Carpet Under Desks, Edges, Corners, Etc. - detail vacuumed twice monthly. 10. High Ledges, Tops of Doors, and Window Frames - dusted monthly. 11. Coffee Bars and Break Room Tables and Chairs - legs and bases cleaned monthly. 12. Ceiling Corners - cleaned to remove cobwebs monthly. 13. Fire Extinguisher Cabinets - dusted inside and out; glass cleaned monthly, if unlocked. 14. Baseboards - dusted monthly. 15. Ceiling Vents and Grills - dusted or vacuumed quarterly. 16. Window Blinds - dusted quarterly. 17. Exit Signs - dusted or damp wiped quarterly. F. WINDOW WASHING AND GLASS CLEANING: 1. Entrance Doors - washed inside and out weekly. 2. Interior Glass Doors and Side Panels - washed quarterly. 3. All Other Glass/Window Cleaning - to be negotiated separately. NOTE: The above is intended as a basic guideline for cleaning this facility. Within this schedule, we provide enough flexibility to handle a reasonable amount of unforeseen work A Janitorial Proposal For Kurt Ackermann City of Southlake 1400 Main st Southlake, TX 76092 Presented By: Chaney Russell Regent Services 101 St. Louis Avenue Fort Worth, Texas 76104 817-424-5600 - 2 - SUMMARY OF CHARGES FOR: City of Southlake November 1, 2020 A. JANITORIAL SERVICE Calculations are based on the Contractor providing all labor, supervision, management, equipment, small tools and insurance required to perform the services and schedules outlined herein. Expendable rest room supplies such as hand towels, toilet tissue, sanitary products, hand soap and plastic trash bags will be provided by Regent and billed back at cost. The following monthly charges are based on current square footage cleaned five (5) times per week. Janitorial Service Sq. Ft. Monthly Annual Town Hall 76,222 $4,603.81 $55,245.72 DPS East 58,702 $3,402.12 $40,825.44 DPS West 12,903 $ 774.18 $ 9,290.16 Public Works 7,000 $ 406.00 $ 4,872.00 Activity Center 4,200 $ 243.60 $ 2,923.20 Parks Maintenance 4,800 $ 232.00 $ 2,784.00 Nature Center 3,600 $ 208.80 $ 2,505.60 Tennis Center 6,169 $2,590.98 $31,091.76 SLTS Parking Garage (elev) 7 days a week $ 182.93 $ 2,195.16 DPS North 15,613 $ 936.76 $11,241.12 Totals $13,581.18 $162,974.16 , "Pricing is based on City of Grapevine Contract #RFB461-2018." B. SQUARE FOOTAGE ADJUSTMENT RATE: Additions or deletions to the cleanable square footage will be adjusted at the above rates. The building manager will notify the Contractor of all additions or deletions each month. C. PAPER SUPPLY ESCALATION AND USAGE ADJUSTMENT In the event paper supplies increase more than 5% of the agreed upon amount, Contractor will inform the Customer and additional charges will be made on the monthly invoice. Carpet cleaning will be charged as an extra service except where scheduled in the specifications. Charges by types of cleaning are as follows: 1. Whittaker Method $.08 per sq. ft. 2. Hot Water Extraction $.10 per sq. ft. 3. Full Restoration $.14 per sq. ft. D. EXTERIOR WINDOW CLEANING: Not Included - 3 - SUMMARY OF CHARGES Page 2 E. HOLIDAYS: The Contractor normally observes the following holidays: All hours worked on these holidays will be billed at a rate of $24.50 per hour. New Year's Day Memorial Day Fourth of July Labor Day Thanksgiving Day Christmas Day F. EMERGENCY AND SPECIAL LABOR REQUEST RATE: Regular hours $17.50 per hour After hours and weekends $24.50 per hour G. INVOICING AND PAYMENT: Invoices are issued on the first day of the current working month and are due by the 15th of the current working month. Square footage adjustments and changes occurring after the billing date are "adjusted" on the following month's invoice. - 4 - PROVISIONS OF AGREEMENT THE CONTRACTOR SHALL: 1. Provide all supervision, labor, equipment, cleaning materials, and administration to ensure performance of services specified in the janitorial specifications. 2. Strive for maximum efficiency and productivity in order to provide quality service at the lowest possible labor cost. 3. Provide cleaning staff who have been determined to be honest, dependable, and neat in their personal appearance and in their work habits, and provide this cleaning staff with appropriate uniforms, if required. 4. Be responsible for proper storage of cleaning equipment and supplies. 5. Instruct cleaning staff to abide by Customer's rules and regulations pertaining to safety and security while on premises. 6. Exercise that degree of care in the performance of duties necessary to prevent damage to any part of the building or the furnishings therein. 7. Provide public liability and property damage insurance in the amounts deemed sufficient by the Customer, to furnish certificates evidencing such insurance, and to hold the Customer harmless from and indemnified against loss, damage, cost or expense by reason of any negligence arising from or caused by the negligence of the Contractor, it's officers, agents or cleaning staff. 8. Cause any or all of the cleaning staff working in this facility to submit a polygraph examination upon written request from the Customer for such examination. Such polygraph examinations shall be conducted by a qualified polygraph examiner. The results of each polygraph shall be shared by the Customer and the Contractor. 9. The cost of the polygraph examination shall be administered as follows: a. Positive Results ( indicates guilt ) - The Contractor shall pay all costs, plus make reasonable restitution to the Customer/Tenant. b. Negative Results ( indicates no guilt ) - The Customer and/or Tenant shall pay all costs. c. Inconclusive Results - The Customer may elect to have additional examinations administered, in which case #1 and #2 would apply; or, the Customer and the Contractor would negotiate an agreeable settlement or share cost equally. 10. Exercise and control security of keys provided by the Customer. Keys shall be secured in accordance with the Customer's security regulations and shall not be removed from the building. - 5 - PROVISIONS OF AGREEMENT Page 2 THE CUSTOMER SHALL: 1. Provide adequate assembly area for cleaning staff and provide storage facilities for the cleaning equipment and supplies required to perform the services. 2. Provide trash receptacles. 3. Provide trash disposal facilities. 4. Provide necessary keys for the cleaning staff. - 6 - AGREEMENT STATE OF Texas COUNTY OF Tarrant This Agreement is entered into between Southlake Management and Leasing, 101 St. Louis Ave., Fort Worth, Texas 76104 City of Southlake 1400Main St, Southlake, TX 76092. For, and in consideration of, the mutual promises and covenants contained herein and for other good and valuable considerations, it is agreed as follows: I. That beginning 11/01 , 2018 , Regent Services agrees to: a. Provide services as defined in the Janitorial Specifications schedules. b. Perform all work on schedule, except when prevented by strike, Act of God, accident or other circumstances out of our control. c. Furnish labor, supervision, materials and equipment necessary to satisfactorily fulfill this Agreement except as listed in the supplementary schedules noted above. II. City of Southlake agree/s to: a. Pay for services rendered five (5) times per week at: Janitorial Service Sq. Ft. Monthly Annual Town Hall 76,222 $4,603.81 $55,245.72 DPS East 58,702 $3,402.12 $40,825.44 DPS West 12,903 $ 774.18 $ 9,290.16 Public Works 7,000 $ 406.00 $ 4,872.00 Activity Center 4,200 $ 243.60 $ 2,923.20 Parks Maintenance 4,800 $ 232.00 $ 2,784.00 Nature Center 3,600 $ 208.80 $ 2,505.60 Tennis Center 6,169 $2,590.98 $31,091.76 SLTS Parking Garage (elev) 7 days a week $ 182.93 $ 2,195.16 DPS North 15,613 $ 936.76 $11,241.12 Totals $13,581.18 $162,974.16 , "Pricing is based on City of Grapevine Contract #RFB461-2018." Additions and/or deletions to cleanable square footage will be adjusted pro-rata. - 7 - AGREEMENT Page 2 II. ( CONT'D. ) b. Be responsible for notifying Regent Services of any changes in occupancy of the premises and/or additions or deletions in cleanable square footage. In the event of an error in calculation of square footage is made, the Contractor will correspondingly make billing adjustments on the next scheduled billing date. However, no billing adjustments will be made for deleted square footage for more than 60 days retroactively from the date of notification. c. Not to hire, or enter into a janitorial service agreement with any Regent Services employees, or third parties associated with Regent Services in the performance of the services covered in this Agreement, for a minimum of one (1) year after the employees' or third parties' termination from Regent Services employment, or for a minimum of one (1) year after the cancellation and/or expiration of this Agreement, without the expressed written consent of Regent Services III. It is agreed that this Agreement shall have no term length, but may be terminated by either party by giving a Thirty (30) Days Notice to the other; that such notice of termination must be made in writing and sent "Certified Mail, Return Receipt Requested" ; and that this Agreement contains all understandings and confirms all promises and stipulations. In witness whereof, the parties hereto have set their hands this day of , 20 . Southlake Management and Leasing dba /Regent Services City of Southlake By: Chaney Russell By: - 8 - Janitorial Specifications For: City of Southlake A. General Cleaning 1. Hard Surface Floors - swept/dust mopped and wet mopped nightly. 2. Carpeted Floors - vacuumed nightly. 3. Trash Receptacles: a. Receptacles emptied, liners replaces as needed; trash removed to collection point. b. Empty boxes and other articles of trash not in a designated trash container will be removed only if such items are marked TRASH. C. Items sitting on top or inside of a trash container will be discarded as trash. 4. Exterior Ash Trays - emptied and wiped clean nightly. 5. Desks, Workstations and Furniture Tops - dusted weekly without moving paper or files. 6. Interior Glass Doors and Panels - spot cleaned nightly. 7. Drinking Fountains - cleaned and disinfected nightly. 8. Spilled Liquids - wiped up or spot mopped nightly. 9. Entrance Doors, Glass and Mats - glass spot cleaned nightly. Mats vacuumed nightly. 10. Planters - policed to remove trash and debris as needed. 11. Break Areas - clean table tops, chair seats, counter tops, sinks and microwaves nightly. Cabinet fronts cleaned as needed for spills. Appliance tops are to be kept free of dust. Dish washing is not included but can be added for an additional charge. 12. Janitorial Closets and Storage Areas - a. Storage shelves cleaned and products stored in a neat and orderly fashion. b. Mops cleaned and stored. c. Sinks cleaned and drains free of mop strings and other debris. d. Floors swept and mopped. e. Equipment and tools clean and stored in a neat and orderly manner. f. Lights turned off and doors closed and locked. - 9 - JANITORIAL SPECIFICATIONS PAGE 2 B. REST ROOM SANITATION: (five nights each week) 1. Floors - dust mopped then mopped with disinfectant. 2. Toilets, Urinals and wash Basins - cleaned and disinfected. 3. Walls and Partitions - spot cleaned. 4. Mirrors and Bright Metal - cleaned and polished. 5. Sanitary Napkin Receptacles - emptied, cleaned and disinfected. 6. Rest Room Supplies ( towels, tissues, hand soap, etc. ) - replenished in dispenser. C. FLOOR MAINTENANCE: Buffing, scrubbing, stripping and/or refinishing of composition or ceramic tile, terrazzo, brick pavers and other hard surface floors will be done for proper maintenance and best appearance in accordance with the following frequencies: 1. Lobby Floor - detail cleaned and scrubbed one time per month. 2. Break Area Floor - detail cleaned and buffed monthly, scrubbed and recoated every three months if necessary. 3. Copy/Mail Room - detail cleaned and buffed monthly. 4. Office Area Tile Floors - detail cleaned and buffed monthly. 5. Rest Room Floors - scrubbed, detail cleaned and rinsed quarterly. D. CARPET CLEANING: 1. Spot clean common area hallway carpet as needed. 2. Carpet cleaning using a variety of methods can be done for an additional, outlined in the summary of charges. E. SPECIAL CLEANING: 1. Low Ledges, Window Sills, Book Cases, File Cabinets, Pictures and Partition Tops - dusted weekly. - 10 - JANITORIAL SPECIFICATIONS PAGE 3 E. SPECIAL CLEANING: ( Cont. ) 2. Doors, Woodwork, and Wall Areas Around Switch Plates - spot washed for hand prints weekly. 3. Door Handles, Push Bars, Push Plates and Kick Plates - cleaned weekly. 4. Desk, Work Station and Furniture Tops - cleaned weekly when clear of papers and files. 5. Fire Stairs - handrails dusted; landings and stairs swept; exposed pipes and valves dusted weekly. 6. Rest Room Partitions and Stall Doors - dusted weekly. 7. Tenant Suite Signs - dusted and spot cleaned to remove smudges and hand prints weekly. 8. Lobby Glass Doors - washed inside/out weekly. 9. Carpet Under Desks, Edges, Corners, Etc. - detail vacuumed twice monthly. 10. High Ledges, Tops of Doors, and Window Frames - dusted monthly. 11. Coffee Bars and Break Room Tables and Chairs - legs and bases cleaned monthly. 12. Ceiling Corners - cleaned to remove cobwebs monthly. 13. Fire Extinguisher Cabinets - dusted inside and out; glass cleaned monthly, if unlocked. 14. Baseboards - dusted monthly. 15. Ceiling Vents and Grills - dusted or vacuumed quarterly. 16. Window Blinds - dusted quarterly. 17. Exit Signs - dusted or damp wiped quarterly. F. WINDOW WASHING AND GLASS CLEANING: 1. Entrance Doors - washed inside and out weekly. 2. Interior Glass Doors and Side Panels - washed quarterly. 3. All Other Glass/Window Cleaning - to be negotiated separately. NOTE: The above is intended as a basic guideline for cleaning this facility. Within this schedule, we provide enough flexibility to handle a reasonable amount of unforeseen work - 11 - Field Safety & Training Program Regent Services maintains an active safety & training program which includes the following: I. Initial training of new employees in the areas of: A. Body Mechanics B. Fire C. Proper Storage of Equipment II. Periodic training of current safety issues through the use of Betco Professional Cleaners Training Program. A. Causes of Injury B. Preventing Injuries C. Lifting Injuries D. Electrical Hazards E. Slip and Fall Hazards F. Chemical Hazards G. Avoiding Falls H. Avoiding Cuts III. OSHA RIGHT TO KNOW TRAINING A. What is OSHA? B. What is OSHA Right to Know? C. What is Hazardous? D. What OSHA Calls Hazardous E. Your Written "HazCom" Program F. "HazCom" Sample G. What is a MSDS? H. MSDS Review I. Labels IV. OSHA BLOODBORNE PATHOGEN TRAINING A. What are Bloodborne Pathogens? B. Exposure to Bloodborne Pathogens C. Protecting Yourself D. HIV Symptoms E. HBV Symptoms F. About the OSHA Standard G. Who is Covered? H. Protecting Yourself Exposure Control Plan I. In Case of Exposure - 12 - Quality Control Program Our Quality Control Program includes the following: 1. Initial training of personnel on the methods of performing each cleaning task in a manner that ensures the highest level of quality. 2. Nightly supervision by a Project Supervisor who directs the cleaning crew and checks on the quality of cleaning. 3. Regular visits nightly by a Field Manager to ensure the overall cleanliness of all areas of the building. 4. Regular visits to the building by an Area Manager to ensure cleanliness and to discuss any matters with management regarding the quality of work being performed. 5. A Communication Logbook will be provided to your company's management. The logbook may be used to notify us of your special requirements, needed improvements, or problems to be addressed. The log includes an area for our comments regarding action taken or follow-up required. Regular use of the communication log not only provides written documentation of your needs, it also results in greater control of the cleanliness of your building. 6. The Cleaning Crew is instructed to lock and secure all doors that have been designated to be locked and turn off all lights other than the lights designated to be left on. The Project Supervisor checks all exterior doors to ensure that all doors have been properly locked before leaving the property. 7. All trash will be removed from the building and placed in a dumpster. This means that no trash will be left in the common areas of the building. 8. All cleaning materials and equipment will be properly stored. This means that no cleaning supplies or equipment will be left in common areas for tenant or management to find the next day. - 13 - Regent Services Client References Caremark Holt Lunsford 2105 Eagle Parkway 105 Decker Court Ft. Worth, TX 76177 Irving, TX 75038 Sandy Claypool Laura Hagan 972-619-8106 972-717-6551 375,000 sq. ft. 500,000 sq. ft. Marc Group Centra Assett Partners 7850 North Belt Line Rd 1612 Summit Ave. Irving, TX 75063 Ft Worth, TX 76102 Bruce Jernigan Rick Hopwood 972-506 -3876 817-338 -1800 150,000 sq. ft. 280,000 sq. ft. Covenant Christian Academy Supermedia 901 Cheek Sparger 5601 Executive Drive Colleyville, TX 76034 Irving, TX Ray DeBord David Lamb 817-228-5846 214-316-1735 100,000 sq. ft. 141,089 sq. ft. CAE Simuflite City of Grapevine 2929 W. Airfield Dr. 501 Shady Oaks DFW Airport, TX 75261 Grapevine Texas Lee Baldwin Chad Hester 214-542-3277 817-925-2875 484,000 sq. ft. Stewart & Stevenson The City of Coppell 1631 Chalk Hill Rd 816 S. Coppell Rd. Dallas, TX 75212 Coppell, TX 75019 Steve Hausler Sheri Moino, CFM 214-623-1566 972-462-5152 250,000 sq. ft. 195,000 sq. ft. - 14 - Regent Services 1307 8th Avenue – Ste B-2 Fort Worth, Texas 76104 Company History and Philosophy Regent Services began operations 30 years ago, in September of 1980, and has provided the highest quality of services available throughout the Dallas/Fort Worth metroplex. Today Regent Services is a major competitor in the janitorial services industry and employs a staff of trained, responsible professionals. Regent Services currently provides services to a broad spectrum of single-tenant and multi-tenant facilities and has experience in both commercial and industrial applications. Bryan D. Walsh, President has over 35 years of experience in the commercial janitorial industry. Bryan's personal commitment to excellence is evidenced by his strong long term business relationships and high customer retention. Chaney Russell, Director of Operations, has 16 years experience in commercial janitorial operations. Chaney is dedicated to providing quality cleaning, responsiveness to customer requests, and achieving customer satisfaction. Regent Services is built upon providing quality to our customers. Our growth can be attributed to: * Ensuring expected results - "A Clean building. " * Utilization of the most modern technology. * Highly trained supervisory personnel. * Immediate and effective response to customer needs. Regent Services places great emphasis on being unique among maintenance contractors by continually striving to provide a consistently higher level of performance and an immediate response to our customer's changing specifications. We work to achieve a sensible balance between honesty, competence, quality and economy, with client satisfaction as our first and foremost concern. Telephone 817-424-5600 Facsimile 817-424-5625 A Proposal For City of Southlake Marq-Legends Hall Presented By:Chaney Russell Regent Services 101 St. Louis Avenue Fort Worth, Texas 76104 817-984-1761 2 SUMMARY OF CHARGES FOR:City of Southlake A. JANITORIAL SERVICE November 1, 2020 Calculations are based on the Contractor providing all labor, supervision, management, equipment, small tools and insurance required to perform the services and schedules outlined herein. Consumables will be supplied by customer or if supplied by the contractor will be billed back at cost. The following monthly charges are based on current square footage cleaned five (5) times per week. Marq-Legents Hall Monthly Annually Janitorial 23,367 sq. ft. x .091 per sq. ft.$2,576.22 $30,914.64 Consumables Billed back at cost * Note: Pricing does not include sales tax @ 8.25% where applicable. "Pricing is based on City of Grapevine Contract #RFB461-2018." B. SQUARE FOOTAGE ADJUSTMENT RATE:Additions or deletions to the cleanable square footage will be adjusted at the above rates. It is the sole responsibility of the building management company to notify the Contractor of all additions or deletions each month. Adjustments will be made for deleted square footages, however no billing adjustments will be made retroactive for more than 60 days from the date of notification. C. CARPET CLEANING: Carpet cleaning will be charged as an extra service except where scheduled in the specifications. Charges by types of cleaning are as follows: 1. Encepsulation Method $.09 per sq. ft. 2. Hot Water Extraction $.12 per sq. ft. 3. Full Restoration $.20 per sq. ft. 3 SUMMARY OF CHARGES Page 2 D. HOLIDAYS: Regent Services observes the following holidays. All hours worked by porters on these days will be billed at $24.50 per hour. Request must be given to your account manager 1 week prior to holiday. New Year's Day Memorial Day Fourth of July Labor Day Thanksgiving Day Christmas Day E. EMERGENCY AND SPECIAL LABOR REQUEST RATE: Regular hours $17.50 per hour After hours and weekends $24.50 per hour F. INVOICING AND PAYMENT: Invoices are issued on the first day of the current working month and are due by the 15th of the current working month. Square footage adjustments and changes occurring after the billing date are "adjusted" on the following month's invoice. G. PAPER SUPPLY ESCALATION AND USAGE ADJUSTMENT In the event paper supplies increase more than of the agreed upon amount, Contractor will inform the Customer and bill the overages to the customer at cost. 4 PROVISIONS OF AGREEMENT THE CONTRACTOR SHALL: 1. Provide all supervision, labor, equipment, cleaning materials, and administration to ensure performance of services specified in the janitorial specifications. 2. Strive for maximum efficiency and productivity in order to provide quality service at the lowest possible labor cost. 3. Provide cleaning staff who have been determined to be honest, dependable, and neat in their personal appearance and in their work habits, and provide this cleaning staff with appropriate uniforms, if required. 4. Be responsible for proper storage of cleaning equipment and supplies. 5. Instruct cleaning staff to abide by Customer's rules and regulations pertaining to safety and security while on premises. 6. Exercise that degree of care in the performance of duties necessary to prevent damage to any part of the building or the furnishings therein. 7. Provide public liability and property damage insurance in the amounts deemed sufficient by the Customer, to furnish certificates evidencing such insurance, and to hold the Customer harmless from and indemnified against loss, damage, cost or expense by reason of any negligence arising from or caused by the negligence of the Contractor, it's officers, agents or cleaning staff. 8. Cause any or all of the cleaning staff working in this facility to submit a polygraph examination upon written request from the Customer for such examination. Such polygraph examinations shall be conducted by a qualified polygraph examiner. The results of each polygraph shall be shared by the Customer and the Contractor. 9. The cost of the polygraph examination shall be administered as follows: a. Positive Results ( indicates guilt ) - The Contractor shall pay all costs, plus make reasonable restitution to the Customer/Tenant. b. Negative Results ( indicates no guilt ) - The Customer and/or Tenant shall pay all costs. c. Inconclusive Results - The Customer may elect to have additional examinations administered, in which case #1 and #2 would apply; or, the Customer and the Contractor would negotiate an agreeable settlement or share cost equally. 10. Exercise and control security of keys provided by the Customer. Keys shall be secured in accordance with the Customer's security regulations and shall not be removed from the building. 5 CONFIDENTIAL INFORMATION Regent Services recognizes that our employees or agents may have access to Confidential Information in the performance of Services under this Agreement. Confidential Information is valuable and sensitive and is protected by HIPPA and/or other privacy laws. The intent of these laws and policies is to assure that Confidential Information will remain confidential and will be used only by those with appropriate authority. Confidential Information includes information concerning patients, customers, physicians on the medical staff, personnel records, payroll records, salary and compensation information, logon and password information. Contractor's employees or agents may learn of or have access to some or all of this Confidential Information through a computer system or through his/her interaction in providing Services under this Agreement. Contractor ensures its employees and agents conduct themselves in strict conformance with applicable laws and client’s governing policies concerning Confidential Information. Contractor agrees that access to Confidential Information will be permitted only as authorized and as required for legitimate purposes in the performance of the employee or agent’s role. Contractor's obligation of confidentiality hereunder shall not apply to information that (a) becomes available through public sources through no breach of Contractor' s obligations hereunder , (b) is already in Contractor's possession without an obligation of confidentiality, (c) is rightfully disclosed to Contractor by a third party with no obligation of confidentiality, or (d) is required to be disclosed by court or regulatory order, provided Contractor gives the client prompt notice of any such order. Contractor agrees not to make any written use of or reference to the client’s name for any marketing, public relation, advertising, display or other business purpose or make any use of the client’s facilities for any activity unrelated to the express business purposes and interests of the client under this Agreement, without the prior written consent of the client, which consent may be withheld or granted in the client’s sole and absolute discretion. Southlake Leasing & Management, Inc. DBA/Regent Services Bryan Walsh Bryan Walsh, CEO 6 THE CUSTOMER SHALL: 1. Provide adequate assembly area for cleaning staff and provide storage facilities for the cleaning equipment and supplies required to perform the services. 2. Provide trash receptacles. 3. Provide trash disposal facilities. 4. Provide necessary keys for the cleaning staff. 7 AGREEMENT STATE OF Texas COUNTY OF Tarrant This Agreement is entered into between Southlake Leasing & Mgmt., Inc./dba Regent Services, 101 St. Louis Avenue, Fort Worth, Texas 76104 and City of Southlake . For, and in consideration of, the mutual promises and covenants contained herein and for other good and valuable considerations, it is agreed as follows: I. That beginning , 20 , Regent Services agrees to: a. Provide services as defined in the Janitorial Specifications schedules. b. Perform all work on schedule, except when prevented by strike, Act of God, accident or other circumstances out of our control. c. Furnish labor, supervision, materials and equipment necessary to satisfactorily fulfill this Agreement except as listed in the supplementary schedules noted above. II.City of Southlake agree/s to: a. Pay for services rendered seven (7) times per week 1400Main st Marq-Legents Hall Monthly Annually Janitorial 23,367 sq. ft. x .091 per sq. ft.$2,576.22 $30,914.64 Consumables Billed back at cost * Note: Pricing does not include sales tax @ 8.25% where applicable. "Pricing is based on City of Grapevine Contract #RFB461-2018." Additions and/or deletions to cleanable square footage will be adjusted pro-rata. 8 AGREEMENT Page 2 II. ( CONT'D. ) b. Be responsible for notifying Regent Services of any changes in occupancy of the premises and/or additions or deletions in cleanable square footage. In the event of an error in calculation of square footage is made, the Contractor will correspondingly make billing adjustments on the next scheduled billing date. However, no billing adjustments will be made for deleted square footage for more than 60 days retroactively from the date of notification. c. Not to hire, or enter into a janitorial service agreement with any Regent Services employees, or third parties associated with Regent Services in the performance of the services covered in this Agreement, for a minimum of one (1) year after the employees' or third parties' termination from Regent Services employment, or for a minimum of one (1) year after the cancellation and/or expiration of this Agreement, without the expressed written consent of Regent Services III. It is agreed that this Agreement shall have no term length, but may be terminated by either party by giving a Thirty (30) Day Notice to the other; that such notice of termination must be made in writing and sent "Certified Mail, Return Receipt Requested" ; and that this Agreement contains all understandings and confirms all promises and stipulations. In witness whereof, the parties hereto have set their hands this day of , 20 . Southlake Leasing & Management, Inc. City of Southlake Legends Hall dba Regent Services By: Bryan Walsh By: Bryan Walsh, President 9 Janitorial Specifications For: City of Southlake A. General Cleaning 1. Hard Surface Floors - swept/dust mopped and wet mopped nightly. 2. Carpeted Floors - vacuumed nightly. 3. Trash Receptacles: a. Receptacles emptied, liners replaces as needed; trash removed to collection point. b. Empty boxes and other articles of trash not in a designated trash container will be removed only if such items are marked TRASH. C. Items sitting on top or inside of a trash container will be discarded as trash. 4. Exterior Ash Trays - emptied and wiped clean nightly. 5. Desks, Workstations and Furniture Tops - dusted weekly without moving paper or files. 6. Interior Glass Doors and Panels - spot cleaned nightly. 7. Drinking Fountains - cleaned and disinfected nightly. 8. Spilled Liquids - wiped up or spot mopped nightly. 9. Entrance Doors, Glass and Mats - glass spot cleaned nightly. Mats vacuumed nightly. 10. Planters - policed to remove trash and debris as needed. 11. Break Areas - clean table tops, chair seats, counter tops, sinks and microwaves nightly. Cabinet fronts cleaned as needed for spills. Appliance tops are to be kept free of dust. Dish washing is not included but can be added for an additional charge. 12. Janitorial Closets and Storage Areas - a. Storage shelves cleaned and products stored in a neat and orderly fashion. b. Mops cleaned and stored. c. Sinks cleaned and drains free of mop strings and other debris. d. Floors swept and mopped. e. Equipment and tools clean and stored in a neat and orderly manner. f. Lights turned off and doors closed and locked. 10 JANITORIAL SPECIFICATIONS PAGE 2 B. REST ROOM SANITATION: (Five nights each week) 1. Floors - dust mopped then mopped with disinfectant. 2. Toilets, Urinals and wash Basins - cleaned and disinfected. 3. Walls and Partitions - spot cleaned. 4. Mirrors and Bright Metal - cleaned and polished. 5. Sanitary Napkin Receptacles - emptied, cleaned and disinfected. 6. Rest Room Supplies ( towels, tissues, hand soap, etc. ) - replenished in dispenser. C. FLOOR MAINTENANCE: Buffing, scrubbing, stripping and/or refinishing of composition or ceramic tile, terrazzo, brick pavers and other hard surface floors will be done for proper maintenance and best appearance in accordance with the following frequencies: 1. Lobby Floor - detail cleaned and scrubbed quarterly if applicable. 2. Break Area Floor - detail cleaned and buffed quarterly. 3. Copy/Mail Room - detail cleaned and buffed quarterly. 4. Office Area Tile Floors - detail cleaned and buffed quarterly. 5. Rest Room Floors - scrubbed, detail cleaned and rinsed quarterly. D. CARPET CLEANING: 1. Spot clean common area hallway carpet as needed. 2. Carpet cleaning using a variety of methods can be done for an additional cost outlined in the summary of charges. E. SPECIAL CLEANING: 1. Low Ledges, Window Sills, Book Cases, File Cabinets, Pictures and Partition Tops - dusted weekly. 11 JANITORIAL SPECIFICATIONS PAGE 3 E. SPECIAL CLEANING: ( Cont. ) 2. Doors, Woodwork, and Wall Areas Around Switch Plates - spot washed for hand prints weekly. 3. Door Handles, Push Bars, Push Plates and Kick Plates - cleaned weekly. 4. Desk, Work Station and Furniture Tops - cleaned weekly when clear of papers and files. 5. Fire Stairs - handrails dusted; landings and stairs swept; exposed pipes and valves dusted weekly. 6. Rest Room Partitions and Stall Doors - dusted weekly. 7. Tenant Suite Signs - dusted and spot cleaned to remove smudges and hand prints weekly. 8. Lobby Glass Doors - washed inside/out weekly. 9. Carpet Under Desks, Edges, Corners, Etc. - detail vacuumed twice monthly. 10. High Ledges, Tops of Doors, and Window Frames - dusted monthly. 11. Coffee Bars and Break Room Tables and Chairs - legs and bases cleaned monthly. 12. Ceiling Corners - cleaned to remove cobwebs monthly. 13. Fire Extinguisher Cabinets - dusted inside and out; glass cleaned monthly, if unlocked. 14. Baseboards - dusted monthly. 15. Ceiling Vents and Grills - dusted or vacuumed quarterly. 16. Window Blinds - dusted quarterly. 17. Exit Signs - dusted or damp wiped quarterly. F. WINDOW WASHING AND GLASS CLEANING: 1. Entrance Doors - washed inside and out weekly. 2. Interior Glass Doors and Side Panels - washed quarterly. 3. All Other Glass/Window Cleaning - to be negotiated separately. NOTE: The above is intended as a basic guideline for cleaning this facility. Within this schedule, we provide enough flexibility to handle a reasonable amount of unforeseen work 12 Field Safety & Training Program Regent Services maintains an active safety & training program which includes the following: I. Initial training of new employees in the areas of: A. Body Mechanics B. Fire C. Proper Storage of Equipment II. Periodic training of current safety issues through the use of Betco Professional Cleaners Training Program. A. Causes of Injury B. Preventing Injuries C. Lifting Injuries D. Electrical Hazards E. Slip and Fall Hazards F. Chemical Hazards G. Avoiding Falls H. Avoiding Cuts III. OSHA RIGHT TO KNOW TRAINING A. What is OSHA? B. What is OSHA Right to Know? C. What is Hazardous? D. What OSHA Calls Hazardous E. Your Written "HazCom" Program F. "HazCom" Sample G. What is a MSDS? H. MSDS Review I. Labels IV. OSHA BLOODBORNE PATHOGEN TRAINING A. What are Bloodborne Pathogens? B. Exposure to Bloodborne Pathogens C. Protecting Yourself D. HIV Symptoms E. HBV Symptoms F. About the OSHA Standard G. Who is Covered? H. Protecting Yourself Exposure Control Plan I. In Case of Exposure 13 Quality Control Program Our Quality Control Program includes the following: 1. Initial training of personnel on the methods of performing each cleaning task in a manner that ensures the highest level of quality. 2. Nightly supervision by a Project Supervisor who directs the cleaning crew and checks on the quality of cleaning. 3. Regular visits nightly by a Field Manager to ensure the overall cleanliness of all areas of the building. 4. Regular visits to the building by an Area Manager to ensure cleanliness and to discuss any matters with management regarding the quality of work being performed. 5. A Communication Logbook will be provided to your company's management. The logbook may be used to notify us of your special requirements, needed improvements, or problems to be addressed. The log includes an area for our comments regarding action taken or follow-up required. Regular use of the communication log not only provides written documentation of your needs, it also results in greater control of the cleanliness of your building. 6. The Cleaning Crew is instructed to lock and secure all doors that have been designated to be locked and turn off all lights other than the lights designated to be left on. The Project Supervisor checks all exterior doors to ensure that all doors have been properly locked before leaving the property. 7. All trash will be removed from the building and placed in a dumpster. This means that no trash will be left in the common areas of the building. 8. All cleaning materials and equipment will be properly stored. This means that no cleaning supplies or equipment will be left in common areas for tenant or management to find the next day. 14 Regent Services Reference Page Arthur Lee Wilson Laura Hagan Carma Bohannon XTO Energy, Inc Verador Property Management Holts Lunsford Building Operations Manager Property Manager Property Manager 817-205-5120 817-877-3555 817-338-1200 arthur_wilson@xtoenergy.com laura.hagan@veradorpm.com cbohannon@hlfortworth.com 702,903 SF 275,760 SF 242,675 SF Matt Hopwood Donna Pope Pattie McClean TCRG Properties Jones Lang LaSalle Hillwood Properties Leasing Director Senior Facilities Manager Senior Property Manager 817-626-9898 682-605-5025 817-224-6091 matt@tcrg.com donna.pope.ctr@sabre.com pattie.mcclean@hillwood.com 421,952 SF 320,000 SF 405,192 SF 15 Company History and Philosophy Regent Services began operations 37 years ago as Your Final Janitorial, in September of 1980, then incorporated in November 2009 as Southlake Leasing & Mgmt., Inc. dba/Regent Services and has provided the highest quality of services available throughout the Dallas/Fort Worth area as well as Houston, San Antonio, Austin and Corpus Christi. Why Regent Services We deliver the highest standard in janitorial and building maintenance services to our customers throughout the DFW metroplex each and every day. We offer our customers immediate and direct access to decision makers in order to rapidly address issues and concerns, while supporting our customers and meeting their expectations with weekly quality control inspections and 24/7 account management response. Our responsiveness and dedication to resolving problems are just a few of the many reasons why Regent Services enjoys an exceptional renewal rate and an average customer life that significantly exceeds the industry average. Today Regent Services is a major competitor in the janitorial services industry and employs a staff of trained, responsible professionals. Regent Services currently provides services to a broad spectrum of commercial, industrial, aviation, single-tenant, multi-tenant and medical facilities and has experience in both commercial and industrial applications. Key Managers and Supervisory Personnel Bryan D. Walsh - CEO, has over 37 years of experience in the commercial janitorial industry. Bryan's personal commitment to excellence is evidenced by his strong long-term business relationships and high customer retention. He has extensive experience in all aspects of commercial janitorial operations as well as business management. Chaney Russell - President, has 22 years of experience in commercial janitorial operations. Chaney is dedicated to providing quality cleaning, responsiveness to customer requests, and achieving customer satisfaction. Chaney holds several certifications including but not limited to IICRC Carpet Cleaning, IICRC Carpet Cleaning Water Damage Restoration, References: Chad Hester, City of Grapevine - 817-925-2875, Kurt Ackermann, City of Southlake - 817-657-8062 Josh Prescott - Senior Director, has over 7 years of experience in commercial janitorial operations. Josh is a strong leader and has proven that with years of experience in a managerial role. He currently oversees operations of over 2.1 million square feet all while leading the charge of our Business Development team. His personality and attention to customers’ needs helps build long term business relationships. References: Lee Wilson, XTO Energy – 817-205-5120 Thomas McDaniel - Senior Director, has over 8 years of experience in commercial janitorial & general trade services. Thomas is an innovator to special services and the go to person for his customer when they need services outside of janitorial operations. Thomas is OSHA Certified and has created safety programs for window washing safety for customers such as Jones Lang LaSalle. Current projects include but not limited to: Exterior Building Painting, Window Washing, 16 Window Restoration, Roof Davit/Tie Back Installations, Façade Surveys & Caulking and Water Proofing. References: Jim Kelley, Jones Lang LaSalle – 214-886-0257 Steve Griggs, Jones Lang LaSalle – 214-663-7037 Tina Garcia - Bilingual Senior Account Manager, has 18 years of experience in commercial/ medical facility janitorial building management. Tina is dedicated to providing high quality attention to every building resulting in complete customer satisfaction. She has had extensive training for both commercial and medical facility management. Tina has an IICRC certification for carpet cleaning. References: Bruce Jernigan, Jones Lang LaSalle - 972-506-3876 Aaron Beare - Sales/Account Manager, has 10 years of experience predominately medical facility janitorial building management. Aaron is dedicated to providing extensive customer service to her buildings which is evidenced by the retention of her accounts and glowing comments from her building managers. He has had extensive training including but not limited to carpet cleaning, floor finishing and other specialty cleaning. References: WC Jennings Mgmt, David Aldrich - 817-308-9333 Lincoln Harris Mgmt., Susan Heath - 817-313-7817 Lori Herbert - Sales/Account Manager has 5 years of experience in sales and commercial/ medical facility janitorial building management. Lori is a loyal manager who focuses on detail and customer service making sure all expectations are met. She too is certified in carpet cleaning by IICRC. References: Pretium Mgmt., John Comerford - 817-870-1316 Vestar Mgmt., Stacy Holingsworth - 817-810-9078 Yazmin Correa - Account Manager has 3 years of experience in sales and commercial/medical facility janitorial building management. Lori is a loyal manager who focuses on detail and customer service making sure all expectations are met. She too is certified in carpet cleaning by IICRC. References: First Command Financial Services, Deb Williams – 817-569-2324 Regent Services is built upon providing quality to our customers. Our growth can be attributed to: * Ensuring expected results - "A Clean building.” * Utilization of the most modern technology. * Highly trained supervisory personnel. * Immediate and effective response to customer needs. Regent Services places great emphasis on being unique among maintenance contractors by continually striving to provide a consistently higher level of performance and an immediate response to our customer's changing specifications. We work to achieve a sensible balance between honesty, competence, quality and economy, with client satisfaction as our first and foremost concern. ADDITIONAL SERVICES 17 Call For Quote-817-984-1761 FLOOR MAINTENANCE EXTERIOR FACILITY MAINTENANCE • Wood Floor Refinishing & Restoration • Parking Lot Striping and Resurfacing • Carpet Cleaning o Re-Stripe o Hot Water Extraction o New Striping o Encapsulation Method (Whittaker)o Stencils • Strip & Wax (VCT Flooring)o Traffic Signs • Stone Polishing/Restoration o Speed Bumps & Bollards o Marble o Barrier & Guardrail Delineators o Granite • Window Cleaning (Interior & Exterior) o Terrazzo o Acid Washing • Concrete Polishing & Staining • Power Washing • Sand Blasting SPECIALTY & GENERAL TRADES • Awning Cleaning • Locksmith Services • Graffiti Removal • High Dusting & Warehouse Dusting • Caulking & Waterproofing • Painting Services-General o Wet Glazing • HVAC Services o Expansion Joints • Emergency 24 Hour Flood/Water Clean Up • Deck Coating/Traffic Coating • Emergency Lighting Towers • Concrete Polishing & Staining • Audio/Visual • Snow/Ice Removal • Electrical Services • Landscaping & Lighting Services • Fences, Gates, & Overhead Doors • Tree Relocation & Tree Installation o New Installation • Pallet & Rubbish Removal o Repairs • Holiday Decorating o Gate Code Programming • Waste Removal & Management o Key Pad/Badge Access Installation • Fire Alarm Monitoring INTERIOR FACILITY MAINTENANCE • Fire Protection Maintenance • Construction Cleaning/Final Cleans o Fire Detection Systems • Disease Control & Prevention o Fire Extinguishers • Computer Room/Data Center Cleaning o Preventative Maintenance • Upholstery Cleaning • Glass/Window Installation & Repair • Light Bulb Replacement • General Construction • Odor Control • Day Porter Services • Restroom & Locker Room Sanitization • Kitchen Equipment Installation/Repairs • Floor Mat Services • Roofing Services & Skylights A Proposal For City of Southlake The Champion Club Presented By: Chaney Russell Regent Services 101 St. Louis Avenue Fort Worth, Texas 76104 817-984-1761 2 SUMMARY OF CHARGES FOR: City of Southlake November 1, 2020 A.JANITORIAL SERVICE Calculations are based on the Contractor providing all labor, supervision, management, equipment, small tools and insurance required to perform the services and schedules outlined herein. Expendable rest room supplies such as hand towels, toilet tissue, sanitary products, hand soap and plastic trash bags will be provided by the customer or billed back at cost. The following monthly charges are based on current square footage cleaned seven (7) times per week. The Champion Club/MARQ Monthly Annual Janitorial Service 75,500 sq. ft. x .091 per sq. ft. = $6,870.50 $82,446.00 , "Pricing is based on City of Grapevine Contract #RFB461-2018." Let me know if you have any questions or whom might else could assist me with this request. *Note: Pricing does not include sales tax @ 8.25% where applicable. B.SQUARE FOOTAGE ADJUSTMENT RATE: Additions or deletions to the cleanable square footage will be adjusted at the above rates. The building manager will notify the Contractor of all additions or deletions each month. C.CARPET CLEANING: Carpet cleaning will be charged as an extra service except where scheduled in the specifications. Charges by types of cleaning are as follows: 1.Encepsulation Method $.09 per sq. ft. 2.Hot Water Extraction $.12 per sq. ft. 3.Full Restoration $.20 per sq. ft. D.ADDITIONAL SERVICES OFFERED BUT NOT INCLUDED: For before and after pictures and information go to our website at www.regentsvc.com Exterior Window Washing Acid Washing & Detail Cleaning Stainless Steel & Window Treatment Advanced Disinfecting (Kills most Viral, Bacterial & Microbial Strains) Power Washing Parking Lot Striping 3 SUMMARY OF CHARGES Page 2 E. HOLIDAYS: The Contractor normally observes the following holidays: New Year's Day Memorial Day Fourth of July Labor Day Thanksgiving Day Christmas Day F. EMERGENCY AND SPECIAL LABOR REQUEST RATE: Regular hours $17.50 per hour After hours and weekends $24.50 per hour G. INVOICING AND PAYMENT: Invoices are issued on the first day of the current working month and are due by the 15th of the current working month. Square footage adjustments and changes occurring after the billing date are "adjusted" on the following month's invoice. H. PAPER SUPPLY ESCALATION AND USAGE ADJUSTMENT Paper is supplied by City of Southlake. 4 PROVISIONS OF AGREEMENT THE CONTRACTOR SHALL: 1. Provide all supervision, labor, equipment, cleaning materials, and administration to ensure performance of services specified in the janitorial specifications. 2. Strive for maximum efficiency and productivity in order to provide quality service at the lowest possible labor cost. 3. Provide cleaning staff who have been determined to be honest, dependable, and neat in their personal appearance and in their work habits, and provide this cleaning staff with appropriate uniforms, if required. 4. Be responsible for proper storage of cleaning equipment and supplies. 5. Instruct cleaning staff to abide by Customer's rules and regulations pertaining to safety and security while on premises. 6. Exercise that degree of care in the performance of duties necessary to prevent damage to any part of the building or the furnishings therein. 7. Provide public liability and property damage insurance in the amounts deemed sufficient by the Customer, to furnish certificates evidencing such insurance, and to hold the Customer harmless from and indemnified against loss, damage, cost or expense by reason of any negligence arising from or caused by the negligence of the Contractor, it's officers, agents or cleaning staff. 8. Cause any or all of the cleaning staff working in this facility to submit a polygraph examination upon written request from the Customer for such examination. Such polygraph examinations shall be conducted by a qualified polygraph examiner. The results of each polygraph shall be shared by the Customer and the Contractor. 9. The cost of the polygraph examination shall be administered as follows: a. Positive Results ( indicates guilt ) - The Contractor shall pay all costs, plus make reasonable restitution to the Customer/Tenant. b. Negative Results ( indicates no guilt ) - The Customer and/or Tenant shall pay all costs. c. Inconclusive Results - The Customer may elect to have additional examinations administered, in which case #1 and #2 would apply; or, the Customer and the Contractor would negotiate an agreeable settlement or share cost equally. 10. Exercise and control security of keys provided by the Customer. Keys shall be secured in accordance with the Customer's security regulations and shall not be removed from the building. 5 PROVISIONS OF AGREEMENT Page 2 THE CUSTOMER SHALL: 1. Provide adequate assembly area for cleaning staff and provide storage facilities for the cleaning equipment and supplies required to perform the services. 2. Provide trash receptacles. 3. Provide trash disposal facilities. 4. Provide necessary keys for the cleaning staff. 6 AGREEMENT STATE OF Texas COUNTY OF Tarrant This Agreement is entered into between Southlake Leasing & Mgmt., Inc./dba Regent Services, 101 St. Louis Avenue, Fort Worth, Texas 76104 and City of Southlake at 1400Main st, Southlake, TX 76092. For, and in consideration of, the mutual promises and covenants contained herein and for other good and valuable considerations, it is agreed as follows: I. That beginning , 20 , Regent Services agrees to: a. Provide services as defined in the Janitorial Specifications schedules. b. Perform all work on schedule, except when prevented by strike, Act of God, accident or other circumstances out of our control. c. Furnish labor, supervision, materials and equipment necessary to satisfactorily fulfill this Agreement except as listed in the supplementary schedules noted above. II. City of Southlake agree/s to: a. Pay for services rendered seven (7) times per week at: MARQ Expansion 2 The Champion Club/MARQ Monthly Annual Janitorial Service 75,500 sq. ft. x .091 per sq. ft. = $6,870.50 $82,446.00 , "Pricing is based on City of Grapevine Contract #RFB461-2018." Let me know if you have any questions or whom might else could assist me with this request. * Note: Pricing does not include 8.25% sales tax where applicable. Additions and/or deletions to cleanable square footage will be adjusted pro-rata. 7 AGREEMENT Page 2 II. ( CONT'D. ) b. Be responsible for notifying Regent Services of any changes in occupancy of the premises and/or additions or deletions in cleanable square footage. In the event of an error in calculation of square footage is made, the Contractor will correspondingly make billing adjustments on the next scheduled billing date. However, no billing adjustments will be made for deleted square footage for more than 60 days retroactively from the date of notification. c. Not to hire, or enter into a janitorial service agreement with any Regent Services employees, or third parties associated with Regent Services in the performance of the services covered in this Agreement, for a minimum of one (1) year after the employees' or third parties' termination from Regent Services employment, or for a minimum of one (1) year after the cancellation and/or expiration of this Agreement, without the expressed written consent of Regent Services III. It is agreed that this Agreement shall have no term length, but may be terminated by either party by giving a Thirty (30) Day Notice to the other; that such notice of termination must be made in writing and sent "Certified Mail, Return Receipt Requested" ; and that this Agreement contains all understandings and confirms all promises and stipulations. In witness whereof, the parties hereto have set their hands this day of , 20 . Southlake Leasing & Management, Inc City of Southlake. dba Regent Services Champion Club/MARQ By: Chaney Russell By: Chaney Russell Pricing is based on City of Grapevine Contract # RFB-461-2018